Job Description

Executive Assistant to Co-Directors, AI Research Organisation, Oxford

Location: Oxford (3 days/week) + London (1 day/week - expenses paid) + Home (1 day/week)

Salary: Competitive + 10% bonus

About the Organisation:

This is a rare opportunity to join a fast-growing, purpose-driven AI research Organisation tackling some of the most complex and pressing global challenges - from healthcare and food security to climate change and clean energy.

Founded by a visionary leader and backed by significant investment, the organisation blends cutting-edge AI, science, and engineering to create high-impact solutions for society. With a collaborative research model and a state-of-the-art Oxford campus in development, they’re building a world-class team of scientists, technologists, and innovators from leading institutions and companies.

The Opportunity:

We’re hiring a Executive Assistant to support two Co-Directors and strengthen executive operations during this pivotal growth phase. This is a senior-level position for someone with proven Director level experience, capable of managing complex schedules, enabling leadership focus, and driving day-to-day clarity and calm.

You’ll also act as a mentor within a small, high-performing EA/PA team – shaping best practice and helping build operational rigor as the institute scales.

Key Responsibilities:

• Provide direct support to two Co-Directors with highly complex, multi-entity calendars (across Oxford, London, and academic partnerships)
• Own end-to-end scheduling, anticipate conflicts, and maintain agility across changing priorities
• Prepare daily briefing notes, printed agendas, and key meeting materials
• Coordinate internal and external meetings, including high-profile stakeholders in academia, government, and industry
• Manage international and domestic travel arrangements and itineraries
• Support weekly leadership routines, board prep, offsites, and strategic planning cycles
• Act as a trusted point of contact for internal communications and prioritisation
• Mentor and guide junior EAs; contribute to team development and cohesion
• Recommend and implement improvements to executive support processes
• Handle sensitive and confidential matters with discretion and professionalism

What We’re Looking For:

• Previous experience supporting Co-Directors in a fast-paced, high-expectation environment (e.g. tech, science, research, or mission-led organisations)
• Highly organised, proactive, and composed under pressure
• Confident communicator with a strong sense of emotional intelligence and professional maturity
• Comfortable managing upwards and influencing senior stakeholders with tact and authority
• Detail-oriented with a continuous improvement mindset
• Tech-fluent – ideally with experience using Google Workspace, Notion, Slack, and calendar tools
• Comfortable working across multiple time zones and priorities
• Able to be based in Oxford (min. 3 days/week) and London (1 day/week)

Why Apply?

• Join a forward-thinking, mission-led AI institute solving critical global challenges
• Work closely with visionary leaders at a pivotal stage of growth
• Be part of a world-class team and play a central role in shaping operational excellence
• Generous bonus and travel allowance
• Supportive, collaborative team environment with meaningful impact

We recognise how challenging this current job market is for candidates, and Hawkwood are therefore striving to provide the best candidate experience we can.

If you are interested in this opportunity, we kindly request that you apply via this LinkedIn advert, as opposed to sending us an email or LinkedIn direct message.

We are eager to ensure that each candidate application is considered fairly, and receives a consistent experience. Unfortunately, we cannot ensure this standard if you enquire about a role via email or LinkedIn message, as it falls outside of our established process.